Operations Manager

Room4 Media is a Creative Agency working with brands & businesses across the globe. We are looking for a highly experienced Operations Manager to take full ownership of daily agency operations, ensuring smooth execution across client services, production, finance, and project delivery.

This is not a pure process improvement role, it is for someone who thrives in the day-to-day execution of agency operations, ensuring projects run on time, teams are aligned, and bottlenecks are cleared before they escalate.

Key Responsibilities

Daily Operations Management

• Oversee all agency workflows to ensure smooth project execution.

• Be the go-to problem solver for Account Managers (AMs) and Project Managers (PMs).

• Ensure client scopes are clear and deliverables stay within budget.

• Track and manage workloads to prevent bottlenecks and overcapacity issues.

Hands-On Team Coordination

• Act as the bridge between AMs, PMs, Finance, and Production.

• Ensure projects stay on track by resolving scope issues, resource conflicts, and misalignments.

• Manage and enforce SOPs while remaining flexible in daily problem-solving.

Billing, Sales, and Financial Operations

• Supervising financial tracking for projects, including billing, invoices, and expense monitoring.

• Work with Finance to ensure accurate invoicing, approvals, and sales records.

• Reduce inefficiencies in quoting, approvals, and account setups.

Client Scope and Service Agreement Management

• Review scopes before they are sent to clients to ensure clarity and prevent scope creep.

• Work closely with the CEO to streamline service agreements and project structuring.

• Support Account Managers in clarifying scope and deliverables with clients.

Tech Stack and Tools

• Optimize our client management & project management, and finance tracking tools to improve visibility.

• Own and manage the operational tech stack to ensure the agency runs efficiently.

Who We Are Looking For

• At least eight years of experience in Operations or Service Delivery Management at a creative, digital, or marketing agency.

• Must be hands-on, proactive, and thrive in daily execution, this is not just a process optimization role.

• Strong project and financial operations experience, including budget tracking, invoicing, and approvals.

• Skilled in managing internal teams, resolving bottlenecks, and enforcing structure.

• Familiar with project management such as Teamwork, ClickUp or Monday.

• Proven ability to reduce inefficiencies, manage workloads, and align cross-functional teams.

• A strategic thinker who can also execute and drive daily agency performance.

Why Join Us

• Direct impact on agency efficiency and profitability.

• Fast-paced role with full ownership of daily operations.

• Work closely with the CEO and leadership team to shape the future of the agency.

• Remote-first, but highly collaborative environment.